HomeMy WebLinkAbout09-15-2016 Senior Center CommissionAgenda
Thursday September 15, 2016
4 p.m. — 5:30 p.m.
Room 205
Time
4 p.m.
1.
Introductions/Welcome—Honohan
2.
Minutes (August 18, 2016)
4:10-4:15 PM
3.
Public Discussion
4:15-4:20 PM
4.
Commission Assign ments—Honohan
✓ Commission Visits
Board of Supervisors—????
Call in advance to be placed on the agenda
1. Thursday, September 22 and 29 and October 6 and 20 at 9 AM at the
CAB
City Council—????
All meeting dates are tentative and should be checked prior to attending
1. Tuesday, September 20, and October 4 and 18 at 7 PM --????
4:20-4:50 PM
S.
Review and Discussion of Goals and Objectives for FY2017-2022
4:50-4:55 PM
6.
Final Approval of Mission statement; Vision; Principles; Values; Accomplishments;
Issues, Concerns, Trends, and Opportunities, Goals, and Objectives 2017-2022
4:55-5:15 PM
7.
Operational Overview—Kopping
✓ Update on Development Specialist Position
✓ Update on AR/Kitchen/Lobby Remodel
✓ Update on work with Friends of The Center
✓ Nutrition Program Update
✓ Operations
✓ Programming
5:15-5:29 PM
8.
Commission Discussion—Honohan
✓ Meeting Reports
✓ Membership
5:30 PM.
9.
Adjourn
**Next meeting is Thursday October 20 at 4 p.m.**
Meeting Packets:
1. Agenda: Thursday September 15, 2016
2. Staff Reports
3. Iowa City/Johnson County Senior Center Strategic Planning Report --Draft
4. Minutes: Senior Center Commission, Thursday August 18, 2016
Preliminary Minutes
August 18, 2016
MINUTES
SENIOR CENTER COMMISSION
August 18, 2016
ROOM 209, IOWA CITY/JOHNSON COUNTY SENIOR CENTER
Members Present: Jay Honohan, Mark Holbrook, Kathy Mitchell, Margaret
Reese, Cheryl Clamon
Members Absent: Joy Beadleston, Jack Hobbs
Staff Present: Linda Kopping, Kristin Kromray
Others Present: None
CALL TO ORDER:
The meeting was called to order by Honohan at 4:00 PM.
RECOMMENDATIONS TO COUNCIL:
APPROVAL OF MINUTES FROM July 21, 2016 MEETING:
Motion: To accept the minutes as amended from the July 21, 2016 meeting.
Motion carried on a vote of 5/0. Clamon/Reese
PUBLIC DISCUSSION OF ITEMS NOT ON THE AGENDA:
None.
COMMISSION ASSIGNMENTS:
Honohan will attend an upcoming Board of Supervisors meeting.
REVIEW AND FINAL APPROVAL OF MISSION STATEMENT; VISION;
PRINCIPLES; VALUES; ACCOMPLISHMENTS; ISSUES, CONCERNS,
TRENDS AND OPPORTUNIES 2017-2022:
Commissioners reviewed and amended the mission statement; vision; principles;
values; accomplishments; issues, concerns, trends and opportunities.
Motion: To accept the mission statement; vision; principles; values;
accomplishments; issues, concerns, trends and opportunities as amended.
Motion carried on a vote of 5/0. Holbrook/Mitchell
1
Preliminary Minutes
August 18, 2016
REVIEW DISCUSSION AND APPROVAL OF GOALS AND OBJECTIVES FOR
FY2017-2022:
Commissioners agreed to defer this item to the September meeting.
OPERATIONAL OVERVIEW:
Update on Development Specialist Position: Kopping reported she
interviewed and offered the position to an applicant who accepted the position
but then after some thought withdrew their acceptance. The position has been
reposted.
Update on AR/Kitchen/Lobby Remodel: There has been no movement on this
project.
Update on work with Friends of the Center: A company, Silver Oaks, was
chosen to develop a Friends of the Center website. The first design meeting will
be set up within the next few weeks.
Council's acceptance of County Grant: The City Council accepted the grant
from Johnson County. The City Council discussed the decrease in funding over
the years to the Senior Center and noted the disparity in cost recovery from the
City verses the County.
Nutrition Program Update: Elder Services moved forward with their cost saving
measures for the congregate dining site at the Senior Center. They are now
serving prepackaged meals.
COMMISSION DISCUSSION:
Honohan went to a City Council meeting and discussed the fall program guide as
well as the development of five year goals and objectives.
Kopping reported that commissioner Joy Beadleston is resigning from the Senior
Center commission as she is moving out of the area.
ADJOURNMENT:
Motion: To Adjourn. Motion carried on a vote of 5/0. Reese/Calmon
Preliminary Minutes
August 18, 2016
Senior Center Commission
Attendance Record
Year 2016
Name
Term Expires
10/15/15
11/19/15
12/17/15
1/14/16
2/18/16
3/17/16
4/21/16
5/19/16
6/11/16
6/16/16
7/21/16
8/18/16
Joy Beadleston
12/31/19
--
--
--
X
X
X
NM
O/E
X
NM
O/E
--
Cheryll Clamon
12/31/18
X
X
NM
X
X
X
NM
O/E
X
NM
X
X
Chuck Felling
12/31/15
X
X
NM
Jack Hobbs
12/31/16
X
X
NM
X
X
O/E
NM
X
X
NM
X
O/E
Mark Holbrook
12/31/18
X
X
NM
X
X
X
NM
X
O/E
NM
X
X
Jay Honohan
12/31/16
X
O/E
NM
O/E
X
X
NM
X
X
NM
X
X
Kathy Mitchell
12/31/19
X
X
NM
X
X
X
NM
X
X
NM
O/E
X
Margaret Reese
12/31/17
X
X
NM
X
X
X
NM
O/E
X
NM
X
X
Key: X = Present
O = Absent
O/E = Absent/Excused
NM = No meeting
-- = Not a member
IOWA CITY/JOHNSON COUNTY
SENIOR CENTER
STRATEGIC PLANNING REPORT
2016
Facilitated by:
Jeff Schott
Institute of Public Affairs
University of Iowa
IOWA CITY/JOHNSON COUNTY SENIOR CENTER
STRATEGIC PLANNING REPORT
2016
Introduction
The Iowa City/Johnson County Senior Center (Center) requested the Institute of Public Affairs
(IPA) to assist the Center with strategic planning. IPA agreed to organize and facilitate a process
that involved the following steps:
1. Prepare a questionnaire to identify recent accomplishments, issues/trends/concerns,
and potential new initiatives/programs/policies to be initiated during the five-year
planning period.
2. Conduct a strategic planning session.
3. Preparation of this report.
Strategic Planning Session
A strategic planning session was held on June 11, 2016, at the East Side Recycling Center in
Iowa City.
The following persons were in attendance and participated at this meeting: Joy Beadleston,
Craig Buhman, Michelle Buhman, Lynne Cannon, Cheryll Clamon, Maeve Clark, Emily Light
Edrington, Geoff Fruin, Jack R. Hobbs, Jay Honohan, Juli Seydell Johnson, Linda Kopping,
Kristin Kromray, Kathy Mitchell, Brianna Petersen, Margaret N. Reese, Ed Rolenc, Hal Schrott,
and Gary Schwartz.
The agenda for the Strategic Planning Session is attached to this report as Exhibit A.
Mission Statement
Subject to final review and approval by the Board, the participants agreed to revise the
Center's mission to the following:
The mission of the Senior Center is to promote optimal aging by creating
opportunities to support wellness, social connections, community
engagement, and lifelong learning
Vision
The participants identified their vision of the Center in the next five years as follows:
• To be a leader in making the Iowa City area an age -friendly
community.
Principles
The primary principle underlying Senior Center programming and services is that of
optimal aging.
1. Optimal aging is a comprehensive concept of wellness that encourages and
extends an optimal balance of physical, intellectual, emotional, social,
vocational, and spiritual health for each individual.
2. Program components promote optimal aging by providing a variety of
opportunities for education, social engagement, physical activity, and
community involvement.
3. Participation in these types of activities is known to reduce the risk of
disease and disability, provide a social network that is a key factor in
longevity and the ability to participate in and contribute to the culture and
community.
Values
The values that represent the core priorities in our organization's culture and serve as the
foundation for all that is done:
• Intrinsic Worth: Every individual will be valued for their intrinsic worth.
• Inclusiveness and Diversity: All people and ideas will be treated with respect.
0 Experience: Life experiences are to be valued and shared.
• Capacity for Growth: Everyone has a life-long capacity to grow and improve.
• Responsibility in Leadership and Decision -making: Empowering participants is vital
to the success of our programs.
• Excellence: All programs and services will strive for excellence.
• Collaboration: Engagement of and with the community is essential to achieving the
Center's mission.
• Integrity/Honesty/Transparency: All communication and transactions will be
honest, transparent and based on mutual trust.
Accomplishments
The following were identified as accomplishments of the Center since the last strategic plan was
adopted in 2010:
• Obtained National Senior Center Accreditation from the National Institute of Senior
Centers, a unit of the National Council on Aging.
The Center's visibility in the community was enhanced:
o Increased involvement in community events and partnerships
o Worked as a community partner to initiate and expand the community service
program, Honoring Your Wishes (Advance Health Care Planning)
o Successful marketing initiatives: TV commercials, Iowa Public Radio
o Improved public relations function of Senior Center Television
o Social media and YouTube presence
Community support solidified:
o Participants responded well to Ad -Hoc Committee report
o Conducted survey in 2015 and received extraordinary number of responses
from participants and community
o Produced fundraising and marketing plans
o Initiated implementation of recommendations included in Ad Hoc Committee
report
o Maintained staff morale, cohesiveness and productivity while under City and
public scrutiny during Ad Hoc review and NHB issue
o Higher level of Iowa City Council and administrative support, and interest in
Center activities
• Organizing to improve self -funding:
o Gained knowledge regarding fundraising and ramped up efforts for successful
fundraising
o Funding approved for half-time Development Specialist
• Hosted new member breakfasts twice a year
• Revised program guide format
0
Accomplishments (continued)
• Increased number of quality programs
• Increased attendance at programs
• Expanded intergenerational programming, especially related to the Family Folk
Machine Choir
0 7 performance seasons/programs
o Multiple collaborations with Voices of Experience senior chorus
o Educational music video produced with grant from Community Foundation of
Johnson County
o Obtained grant from Iowa Arts Council for collaborative, year -long songwriting
project
• Expanded outreach to LGBTQ community
• Enhanced technology education programs
o One-on-one computer mentoring volunteer program
o Weekly tech help sessions by SCTV
o Collaborative program offerings with ICPL
o New computers in computer lab
• Established liquor and rental policies for the Assembly Room
• Installed new database software system that enables online registration and
streamlines elements of staff workflow
• Large increase in community services including Senior Health Insurance
Information Program, volunteer legal assistance, and Tax Aide
• Maintained strong participant base of approximately 1600
• Encouraged sense of member ownership of the Center
o Increased role of participants in management and decision -making at Center
• Resolved issue with New Horizons Band regarding equipment and music ownership
• Established University of Iowa Counseling practicum at The Center
• Increased cost recovery
• Improved operation and usability of the Library
• Developed successful, volunteer led English Conversation Group for international
participants in classroom and one-on-one settings -
• Expanded group and club opportunities
• Article featuring the Senior Center appeared in TheJournal on Active Aging, a
professional journal published by the International Council on Active Aging
• Increased fees for participants and members was well accepted
Issues. Concerns. Trends and Opportunities
The following were identified as issues, concerns, trends, and opportunities that may affect
future Center services, policies, programs or operations:
• Funding/Finance
o External pressure to increase fundraising
o Process of fundraising
o Funding from City of Iowa City may be limited, reduced funding from Johnson
County and a lack of funding from other communities in the area
o Potential pool of donors is limited
o Potential pool of fundraising volunteers; is it as great as survey indicated
o Need to promote understanding of how the public can donate to the Center
o Need to cover Development Specialist salary and benefits within two to three
years
o Opportunity to generate revenue with rental of Assembly Room
o Several significant capital projects on the horizon: carpeting, furnishings,
window treatments, flooring; and remodel of the kitchen, lobby, and assembly
room
o Need to find a balance between serving people over 50 and the community and
using the facility to generate revenue
• Membership needs to be representative of the community
o Serving a diverse community will require expansion of services to neighborhood
areas
o With baby boomers retiring, opportunity for increasing membership
Staffing:
o Pressure to increase memberships and programs puts strain on small staff, new
half-time fundraising position will not address concerns of burdening current
staffing levels
o Programs and information outreach into community the community is often
brought up and considered, but is unattainable with current staffing levels
o Staff succession planning
Image/Perception:
o There is a need to change the widely held view that aging is a bad thing, and the
negative associations with the word senior and the term "senior center." Older
adults need to be recognized for the economic and social contributions they make
in a community.
o Perception that the Center is only a place for "old people'
o Center needs to be recognized for promoting healthy lifestyles that can delay or
eliminate the need for more costly health care services
• Building/space/location issues:
o More space needed to provide confidential services to individuals
o Historic but aging building lacks flexibility to meet current and projected needs
and is expensive to maintain
o Population is growing and one single senior center may not have the space to
serve all of those interested in programs offered.
• Collaboration/cooperation: Opportunity exists to jointly market, share facilities and
generally work more closely with Parks & Rec and Library and in-house groups and
programs:
Issues, Concerns, Trends and Opportunities (continued)
• Demographic trends:
o More active senior population
o More older adults continue to work that may result in a need for more weekend
and evening services
• Promote urban development that will facilitate living in place, placemaking, and
healthy lifestyles; planning that takes into consideration all aspects of
transportation and neighborhood design.
• Need to recertify Accreditation in 2017.
• Friends of the Center organization is in transition
• Transportation changes to promote safe participation at the Senior Center:
o Dedicated bus stop in front of The Center
o Safe crossings and extended crosswalk times in all areas around The Center
o Clean streets and crosswalks in all areas located around The Center
o Maintain and increase SEATS service
o Promote use of parking ramps and discounted parking services
• Housing:
o Senior housing should be more integrated into the community
o Affordable living downtown for seniors
Strategic Goals and Objectives
The participants identified the following strategic goals and objectives for the upcoming
five-year planning period:
Goal #1
To raise community awareness and promote a positive image of the Senior Center
1. Develop annual marketing plans that promote a positive image of the Center and an
accurate understanding of its programs and people served.
SAMPLE ACTION STEPS: a) Strengthen web -based, email, and social media
promotion of the Center.
b) Friends website development
2. Continue to review and improve the quality and content of Center publications.
3. Continue to involve the community in the Center and the Center in the community
SAMPLE ACTION STEPS: a) Community events here and other locations
b) Open House events
c) Maintain and expand corporate and community
partners.
d) Share information about the Center in a variety of
community venues
Goal #2
To enhance financial stability of the Center.
1. In collaboration with Friends of The Center, develop an annual strategic fundraising
plan.
SAMPLE ACTION STEPS: a) Promote a clear understanding regarding the
Center's funding and how donations to the Center can
be made.
b) Establish communication process with the Friends of
the Center regarding budgetary/financial issues.
2. Develop an annual plan for generating revenue through cost sharing measures.
SAMPLE ACTION STEPS: a) Explore, and pursue if feasible, alternatives regarding
facility rental revenues.
b) Increase and retain membership in the Center.
c) Evaluate dues and fees annually.
Goal #3
To promote inclusion and diversity among participants.
1. Maintain and expand opportunities to reach a diverse audience.
SAMPLEAcTioN STEPS: a) Review and improve promotional methods currently
used to increase participation and diversity among
participants and volunteers.
b) Continue to encourage use of the scholarship
program.
c) Continue to offer and promote outreach.
d) Develop and strengthen cross - cultural alliances.
e) Refine demographic measurement processes and
tools.
f) Promote cultural competence and acceptance among
visitors and participants.
g) Explore the effective use of technology in promoting
inclusion and diversity.
Goal #4
To provide programs that promote optimal aging.
1. Evaluate Community needs and interests on a regular basis.
SAMPLEAcTioN STEPS: a) Monitor participation in all center sponsored programs.
b) Conduct community surveys every 5 years.
c) Measure satisfaction and outcomes resulting from
participation in Center programs and services.
2. Continue to offer innovative programs and services that provide a balance of
wellness options.
SAMPLEAcTioN STeps: a) Continue to communicate and collaborate with other
agencies and organizations
b) Maintain participant involvement in planning
c) Utilize corporate and community sponsors
d) Target individuals who are at risk with programs and
services designed to improve health and wellbeing.
e) Explore the effective use of technology in the expansion
of program opportunities.
f) Recruit and work with quality instructors and
volunteers to ensure program success
Goal #5
To enhance administrative planning practices
1. Recertify Accreditation in 2017.
2. Evaluate feasibility of establishing offsite programs at locations outside of the
Center.
3. Continue to secure and maintain high quality, professional staff, and volunteers.
SAMPLEAcTioN STeps: a) Develop succession plan for Center staff and
Commission.
b) Work with members of the Senior Center Commission
to actualize responsibilities outlined in Resolution No.
03-287 outlining the composition, terms, and duties.
c) Represent The Center and present unified and
consistent message to City Council and Board of
Supervisor meetings.
4. Develop a 5-year Master Plan for improvements to the building.
Goal #6
To promote a positive image of aging and combat agism
1. Develop a marketing and promotional program to portray a positive image of aging.
2. Develop and implement programs that address issues of ageism.
Goal #7
To provide leadership in Iowa City becoming designated as an age -friendly
community by the World Health Organization.
SAMPLEAcTioN STEPS: a) Evaluate feasibility and support among local leaders
and stakeholders of designation goal
b) Assign lead staff.
c) Bring together community -based steering committee.
10
09/14/2016 11:54 (CITY OF IOWA CITY IP 1
KKromray YEAR TO DATE REPORT glytdbud
FOR
2016 99
JOURNAL DETAIL
2016 1
TO
2016
12
ORIGINAL
TRANFRS/
REVISED
AVAILABLE
PCT
APPROP
ADJSTMTS
BUDGET
YTD ACTUAL
HNC/REQ
BUDGET
USED
10570100
Senior Center Administrations
336110
Johnson County
-59,224
0
-59,224
-59,224.00
.00
.00
100.0%
346400
Lessons
0
0
0
90.00
.00
-90.00
100.0%
346600
Membership Fees
-57,354
0
-57,354
-48,676.00
.00
-8,678.00
84.9%
356200
Permit Parking
-20,390
0
-20,390
-29,730.00
.00
9,340.00
145.8%
362100
Contrib & Donations
-46,911
0
-46,911
-45,488.68
.00
-1,422.32
97.0%
363910
Misc Sale of Merchandise
-6,091
0
-6,091
-3,237.81
.00
-2,853.19
53.2%
369100
Reimb of Expenses
-2,500
0
-2,500
-2,438.80
.00
-61.20
97.6%
369300
Cashier Overages
0
0
0
-4.51
.00
4.51
100.0%
369900
Miscellaneous Other Income
0
0
0
-35.63
.00
35.63
100.0%
382200
Building/Room Rental
-532
0
-532
-620.00
.00
88.00
116.5%
382400
Locker Rentals
-1,603
0
-1,603
-1,487.00
.00
-116.00
92.8%
384200
Vending Machine Commission
-264
0
-264
-234.83
.00
-29.17
89.0%
TOTAL Senior Center Administrations
-194,869
0
-194,869
-191,087.26
.00
-3,781.74
98.1%
TOTAL REVENUES
-194,869
0
-194,869
-191,087.26
.00
-3,781.74
GRAND TOTAL
-194,869
0
-194,869
-191,087.26
.00
-3,781.74
98.1%
** END OF REPORT - Generated by Kristin Kromray **
Membership as of 9/14/16 = 1549